Document Scanning - The Space Saving Service
Anyone who has ever worked in an office remembers giant filing
cabinets filled to the brim with (overflowing) paper documents.
If you're anything like me, you have recurring nightmares about
these monsters. Smaller offices may have one such cabinet, while
larger work environments hold 10, 20 or more of these space
wasters. Modern companies are taking steps to eliminate these
eye-sores. With our daily and office lives becoming more and
more digitized, the natural next step for these clusters of
paper lies in the computer. Document Scanning makes all your
important records just a click away.
What should you look for when choosing a company?
* Customer Service - if possible, talk to someone at the company
to analyze the level of help they are willing to give in set up,
etc
* Ease of Use - find out if the scanned documents are software
specific, or non-proprietary format
* Options - determine which document storage routine is best for
you. While online access will work for some, others might prefer
in house storage
* Maintenance - how involved is the company willing to be with
repairs and upgrades in the future
Now that we have an idea of what kind of company to look for,
let's talk document storage. Not surprisingly, there are several
types of document storage one can take advantage of. It's
important to research each one and determine which is best for
you, so you can get the most out of your document storage
experience.
The many types of digital document storage:
* Document conversion to CD
* Web Based scanned document access
* Advanced Technology using Jukebox and RAID storage devices
* COLD applications (Computer Output to Laser Disk / Enterprise
Report Management)
Different methods are going to work for different companies.
Below, we'll take a closer look at each type of document
storage; their benefits and drawbacks. Ultimately, it's up to
you to decide which method is best for your needs.
* Compact Disc Storage
The most simple, and usually least expensive, method is document
conversion to CD. Depending on where you go, you'll find
different types of CDs offered. I'd suggest searching for a
company that offers Gold CD-Rs, which are guaranteed for 200
years (!). Make sure to get a CD that is compatible with all
CD-Rom drives. The CD should also be usable on any platform.
While the CD platform presents a convenient way to access you
documents at any time, it also presents an inherent danger. CDs
are not indestructible, and easily misplaced. It's a good idea
(if you have the room on your computer) to copy all the files
directly into a hard drive or two, so you can be sure to have
back up.
* Web Accessible Document Storage
Imagine simply logging into a secure website and instantly
having access to all your company's files. Companies like
PaperVision allow for this sort of file storage. Generally, the
online document storage company will provide you with all sorts
of grouping, search and filing options. Take a look at the
available web options offered by your document scanning service.
Each web based storage facility is run a bit differently. Some
let you access the files via your browser; some send them to
your FTP site. It's important to feel secure (and to be secure)
when accessing your documents, so do your research on this one
before you commit.
* Jukebox and RAID storage devices
Think of Jukebox and RAID storage devices as little safety boxes
in your office that contain all your company's information. Both
systems work the same way. However, RAID has made a few
improvements distancing it from Jukebox, the original storage
device. Data storage is less expensive than with, and the more
advanced versions are hundreds of times faster. Another benefit
of RAID, is that it uses its own software, similar to the
program we spoke of earlier used to access web based storage
devices, while Jukebox must obtain 3rd party software.
* COLD/ERM Applications (Computer Output to Laser Disk /
Enterprise Report Management)
COLD/ERM refers to the creation of laser disks of reports and
files. But isn't that what we've been talking about the whole
time? Well, COLD differs in that it's an application stored on a
computer at your workplace which you can access at any time. The
programs are invaluable for organizing data, filing new reports
and locating files. For some people, seeing a computer quietly
humming away in their office that processes all their documents
provides peace of mind.
While there are other options out there for paperless filing,
such as microfilm, the options presented here were chosen for
their strength and versatility. For more information regarding
document scanning and storage, visit
http://www.mountain-scanners.com/.
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